Executive Assistant

Overview

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As an Executive Assistant with Hines, you will provide high-level administrative and operational support to the Global Head of Research and broader Research leadership team. This role requires exceptional organizational skills, sound judgment, and the ability to manage complex administrative operations, vendor relationships, contract coordination, and executive support in a fast-paced global environment. Responsibilities include, but are not limited to:

• Supports Research team leaders with administrative tasks.  Responsibilities include but are not limited to drafting communications, facilitating contract execution, PowerPoint presentation preparation, meeting and travel coordination, general correspondence, and answering phones.
• Composes various documents such as correspondence, reports, and prepares charts, tables and presentations.
• Prepares and processes expense reports, invoices and billbacks.
• Manages communications and project trackers.
• Completes special projects as assigned.
• Coordinates special activities and functions such as Hines conferences, client conferences and special events, travel appearances, guest travel arrangements, meetings, interviews, and conference calls.
• Creates, updates, and maintains departmental databases when appropriate.
• Coordinates complex domestic and international travel arrangements, including itineraries, logistics, expense management, and executive scheduling.
• Assists with vendor management activities, including onboarding, maintaining vendor records, coordinating renewals, and tracking annual contracts.
• Supports contract administration processes, including routing agreements for review and execution, maintaining documentation, and ensuring appropriate follow-through.
• Partners with internal stakeholders and external vendors to facilitate access requests, service agreements, and onboarding processes.
• Helps manage vendor communications and pricing discussions, escalating issues and supporting negotiations as needed.
• Collaborates closely with department leadership and cross-functional partners to ensure operational efficiency and continuity.
• Maintains a high level of confidentiality and professionalism when handling sensitive information.

Qualifications

Minimum Requirements include:

• High School Diploma from an accredited institution required, bachelor’s degree or equivalent experience preferred.
• Four or more years of experience supporting senior leaders in a professional office environment.
• Experience managing executive calendars, travel coordination, expense reporting, and administrative operations required.
• Experience supporting vendor coordination, contract administration, or procurement-related activities preferred.
• Experience in a real estate firm a plus.
• Composes various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrates strong attention to detail and proofreading abilities.
• Demonstrates strong initiative, strong work ethic, and customer service orientation.
• Ability to delegate as necessary.
• Manages and prioritizes multiple tasks while meeting deadlines.
• Communicates effectively both verbally and written.
• Demonstrates sound judgment and makes independent decisions in routine situations.
• Interacts with executives, employees, visitors and vendors with professionalism and diplomacy.
• Advanced proficiency in Microsoft Office, Adobe Acrobat, Box.com, and DocuSign software.
• Maintains strict confidentiality.
• Ability to work in and foster a team environment.
• Demonstrates strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Ability to work effectively with external vendors and internal stakeholders across multiple functions.
• Demonstrates professionalism and confidence when handling vendor communications and sensitive business matters.
• Strong problem-solving skills with the ability to exercise discretion and independent judgment.
• Experience coordinating complex travel logistics, including international travel arrangements.
• Strong financial and administrative acumen related to expense processing, invoicing, and contract tracking.
• Flexibility to be able to provide remote support.
• Operate computer and other office equipment.
• Ability to lift up to 25lbs.
• Work overtime as business needs deem appropriate.

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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